Executive Assistant (Procurement)

Job Descriptoin

IMPORTANT NOTICE: Please note that the deadline for receipt of applications indicated above reflects your personal device's system settings.

OBJECTIVES OF THE PROGRAMME

Purchasing and Contracts Services (PCS) is responsible for the procurement of goods and services including medical supplies. These activities support programmes, projects, Regional and country office activities of the organization in the South East Asia Region.

DESCRIPTION OF DUTIES

Under the supervision of the Executive Associate and overall guidance of the Procurement Officer, the incumbent will:

Provide assistance in the procurement and delivery of supplies and equipment for assigned countries in the Region.

Assist in conduct of Market research for goods and services.

Perform Order Administrator function and responsibility in the Global Management System (GSM) which involves reviewing and converting Request for Pricing Estimates (RPEs) to ITB's or RFPs. Also verify all approved goods, requisitions to ensure compliance with business rules and principles prior to assigning cleared requisitions to the procurement team at Global Service Centre (GSC).

Coordinate with relevant internal and external stakeholders including, GSC, WHO Country Offices (WCO) and Technical Units at the Regional Office, varying contractual partners, shipping agent, Government Officials and Administrative units in respective offices across the region.

Provide Emergency response assistance to WCOs ensuring value for money procurement of goods and services in a timely and efficient manner.

Ensure correctness and verify accordingly invoices pertaining to shipping matters including checking, recording of funding references, endorsing for certification by Procurement Officer and liaising with Finance Unit in relation to payment of invoices.

When required prepare documents for importation and export of project consignments and arrange transportation, ensuring cold chain requirements where necessary.

Participates in tender pre-bid meetings, and other inter organizational meetings.

Perform other related duties and replace colleagues, as assigned by supervisor.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary educationDesirable: Procurement or supply chain management or logistics training (CIPS level(s) training would be an asset).

Experience

Essential: At least five years' experience in office assistance and administrative process, handling logistics or supply chain management or related procurement activityDesirable: Experience in procurement or logistics in a in UN organization, international organization, government, business or professional office.

Skills

- Knowledge of direct, indirect taxes, particularly sales tax, excise duty, customs duty and GST.- Familiarity with trade, commercial and shipping practices, import/export clearance, and related terminology . - Thorough knowledge of modern office procedures and practices. - Ability to draft standard correspondence;- Ability to handle work in a timely and accurate manner with tact and discretion, as required.- Ability to maintain and update knowledge in the use of office technology through in-house courses, on-the-job training and/or self-training.

Other skills (eg. IT): Proficiency in the use of modern office software packages such as MS Office (Word, Excel, Powerpoint, Outlook, etc) and standard office equipment. Good working knowledge of GSM (or other Oracle-based ERP systems) is desirable.

WHO Competencies

Teamwork

Respecting and promoting individual and cultural differences

Communication

Producing results

Moving forward in a changing environment

Use of Language Skills

REMUNERATION

WHO offers staff in the General Services category an attractive remuneration package, which for the above position includes an annual net base salary starting at INR 784,918 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.

ADDITIONAL INFORMATION

LATE APPLICATIONS WILL NOT BE ACCEPTED.

This vacancy notice may be used to fill other similar positions at the same grade level.

Only candidates under serious consideration will be contacted.

Please note applications should be submitted through WHO's online recruitment portal. Please visit www.who.int/careers to complete an online profile and to apply to this vacancy.

A written test may be used as a form of screening.

The written test for shortlisted candidates will tentatively be held during 25 February to 8 March 2019. Candidates are advised to make themselves available during that period.

In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/. Some professional certificates may not appear in the WHED and will require individual review.

Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.